Agrovet

An agrovet sells farm inputs over the counter: fertiliser and feed by the bag or the kilo, seed, pesticides, veterinary medicines and tools, often on credit until the harvest. Kila runs it as a shop with the Farm chemicals rules, and an Agrovet section of its own in the menu.

What is special

• Restricted pesticides are sold with the buyer recorded. The payment asks for the buyer’s name, phone number and ID number first: Sell a restricted product. Every such sale is in the Restricted product sales register.
• Prescription-only veterinary medicines need a vet’s prescription and a qualified seller, such as the animal health officer: Sell on a vet’s prescription.
• Safety periods on the receipt. Each veterinary medicine’s withdrawal period and each pesticide’s pre-harvest interval print on the receipt, with what they mean for the farmer.
• Licences that stop sales. Agrovet settings keep the PCPB, VMD, KEPHIS and county licences with their dates. Kila reminds the owners before each expires, and once a PCPB or VMD licence has expired, the tills refuse the products it covers: see Selling farm chemicals.
• Farmers on the register. Farmers, under Customers and services, keeps “Each farmer’s ID, location, farm and what they grow or keep, for advice, seasonal credit and subsidy vouchers.” At the till, a farmer on the sale shows their ward, farm, crops, livestock, group, KIAMIS number and the last advice they had.
• Credit until the harvest. “Credit sold at planting falls due at the harvest. Co-operatives and dairies pay for their members by check-off.” When a farmer with credit is on the sale, the payment offers On account: falls due: on the usual credit terms or at a season’s harvest: Sell on credit until the harvest. Agrovet › Farmers, advice and seasonal credit shows what falls due at each harvest and from each group.
• Subsidy vouchers. Agrovet › Subsidy programmes and vouchers: “Redeem e-vouchers at the programme’s price, cashless; the programme’s share goes on its account until it pays.”
• Advice records. Agrovet › Advice records keeps “Advice given to farmers: the problem, what was recommended, rates and safety periods, and when to follow up.”
• Batches, expiry and recalls. Stock is kept in batches with their dates. Agrovet › Expiry, returns and recalls lists what is near its date or recalled: Deal with expiring stock.

The owner’s home page has the agrovet’s own cards: sales today by product class (1) and stock expiring or low (2), with farmer credit due at harvest and the subsidy vouchers further down. The Agrovet section of the menu (3) holds the agrovet’s own pages.

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Farmers, advice and seasonal credit shows what farmers owe By harvest (2) and By co-operative or group, and the Credit falling due (3), with Seasons (1) setting “Each season’s harvest day (month and day): credit sold for that season falls due then.”

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Subsidy programmes and vouchers lists each programme with its products at the farmer’s price plus the programme’s, the cap per farmer, the vouchers redeemed and what is left to claim. Redeem a voucher (1) is where a voucher is taken.

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How Kila sets it up

The main screen is Till (scan and sell).

Rules it follows:

• Farm chemicals: Registered products, batches and expiry, safe handling

Its words:

Kila's standard words: customer, product, sale, receipt and branch.

Its set-up steps

An agrovet’s set-up list adds six steps to a shop’s: the licences, the products’ class and registration, opening stock in batches, the qualified staff, the farmers and the subsidy programmes.

1. Business details and KRA PIN
2. PCPB, VMD, KEPHIS and county licences
3. First branch, opening hours and till
4. Products with prices and VAT
5. Products with class, registration number and safety periods
6. Opening stock
7. Opening stock with batch numbers and expiry dates
8. Suppliers
9. Reorder levels
10. Staff and roles
11. Agro-dealer and animal health staff with their certificates
12. M-Pesa till or paybill
13. KRA eTIMS and item codes
14. Scanner, receipt printer and drawer
15. Returns policy and till rules
16. Farmers on the register
17. Subsidy programmes you redeem (if any)
18. First sale

Its home page

• Sales today against the same day last week
• Tills open and their takings
• Sales today by product class
• Top sellers today
• Low or out of stock
• Stock expiring or low
• Gross margin and Margin watch
• Payments waiting for confirmation
• Approvals and reviews waiting
• Products without a KRA item code
• Licences, permits and returns due
• Services due and reminders
• Farmer credit due at harvest
• Subsidy vouchers this season

Roles it starts with

• Till supervisor: Runs the tills on the floor: reviews shifts and counts, approves discounts and voids within limits. No prices, settings or purchasing.
• Merchandiser: Keeps products, prices and shelf labels up to date; suggests prices below the minimum margin. No money or tills.
• Agro-dealer in charge: The certified agro-dealer: sells and advises on pesticides and restricted products, redeems subsidy vouchers and counts stock.
• Animal health officer: Sells prescription-only veterinary medicines on a vet’s prescription, advises; services such as vaccination and AI.
• Field or extension officer: Visits farmers: keeps the farmer register and advice records, follows up credit and check-offs. No till.

At Mkulima Agrovet, Mercy Jepkosgei is the agro-dealer in charge, Josphat Kiprono the animal health officer and Esther Wanjiru the field and extension officer.

Where to go next

• Shops: everything a shop does in Kila, from the till to the reports.
• Selling farm chemicals: the rules an agrovet follows, the settings and the registers.
• Sell a restricted product, Sell on a vet’s prescription, Check the restricted product sales register and Sell on credit until the harvest.